Email management software that works. File once, find forever.
Ideagen Mail Manager ensures your team's project correspondence is filed correctly, retrievable in seconds and always ready as evidence if a dispute arises.
Trusted by 48,000+ engineers and architects across 2,600+ AEC firms for over 20 years.
Trusted by the world's leading AEC firms for 20+ years
How we can help
Ideagen Mail Manager is an email management software trusted by 48,000+ engineers and architects across 2,600+ AEC firms for over 20 years. Embedding seamlessly into Microsoft Outlook and automatically filing project correspondence into your existing storage infrastructure. Every email becomes searchable in seconds, by anyone in the team, however old the correspondence and regardless of staff turnover.
AEC industries
Ideagen Mail Manager helps Architecture, Engineering and Construction (AEC) firms solve their email headache overnight, giving control of how commercially sensitive correspondence is managed.
Enterprise firms
In bigger businesses, drowning under the volume of email, email is probably the one thing everyone manages differently. But with so much sensitive and commercial information within, email presents a massive productivity drain across a large workforce and a significant risk from not being able to find business-critical correspondence.
AEC industries
Ideagen Mail Manager helps Architecture, Engineering and Construction (AEC) firms solve their email headache overnight, giving control of how commercially sensitive correspondence is managed.
Enterprise firms
In bigger businesses, drowning under the volume of email, email is probably the one thing everyone manages differently. But with so much sensitive and commercial information within, email presents a massive productivity drain across a large workforce and a significant risk from not being able to find business-critical correspondence.
The global standard for AEC email governance
The email your project depends on is somewhere. The question is whether you can find it?
Who approved a scope change? Who signed off a design decision? Who was copied on that instruction?
When a client disputes what was agreed, when a subcontractor claims something was approved verbally, or when a project team turns over and takes 15 years of correspondence with them, the firms that can produce complete, organized email records are the ones that can defend their position.
If you're still relying on Outlook's native search and individual team members filing things manually, Ideagen Mail Manager removes that dependency entirely.
Ready for New Outlook
Microsoft is retiring Classic Outlook and transitioning all users to New Outlook as the default experience. Ideagen Mail Manager supports both. Whether your team is on Classic Outlook, New Outlook or Outlook on the web, email filing and search works across all three. Firms evaluating email filing tools should confirm New Outlook compatibility before committing. Many tools in this category do not yet support it.
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The risks hiding in your inbox
Disputes demand evidence, not email searches
When a contract is contested or a compliance issue escalates, the speed of your response depends on how fast you can surface the right correspondence. If critical emails are scattered across inboxes, personal folders and local drives, building a defensible position takes days instead of minutes. Ideagen Mail Manager centralizes every project email into a single, searchable record so the evidence you need is always retrievable in seconds.
When people leave, their emails should not leave with them
Client relationships, project decisions and commercial context all live inside individual inboxes. When someone leaves the business, that history is vulnerable: locked behind expired access, buried in archives or lost entirely. Ideagen Mail Manager files emails to the project, not the person, ensuring knowledge stays with the organization regardless of staff turnover.
Microsoft 365 stores your emails. Ideagen Mail Manager makes them findable
Microsoft 365 handles your email infrastructure, but retrieving a specific attachment from years ago across multiple inboxes is a different challenge. Native search was not designed for structured, project-level email retrieval. Ideagen Mail Manager works as a filing and search layer on top of Microsoft 365, making every project email filed, searchable and accessible without replacing the tools your teams already use.
Disputes demand evidence, not email searches
When a contract is contested or a compliance issue escalates, the speed of your response depends on how fast you can surface the right correspondence. If critical emails are scattered across inboxes, personal folders and local drives, building a defensible position takes days instead of minutes. Ideagen Mail Manager centralizes every project email into a single, searchable record so the evidence you need is always retrievable in seconds.
When people leave, their emails should not leave with them
Client relationships, project decisions and commercial context all live inside individual inboxes. When someone leaves the business, that history is vulnerable: locked behind expired access, buried in archives or lost entirely. Ideagen Mail Manager files emails to the project, not the person, ensuring knowledge stays with the organization regardless of staff turnover.
Microsoft 365 stores your emails. Ideagen Mail Manager makes them findable
Microsoft 365 handles your email infrastructure, but retrieving a specific attachment from years ago across multiple inboxes is a different challenge. Native search was not designed for structured, project-level email retrieval. Ideagen Mail Manager works as a filing and search layer on top of Microsoft 365, making every project email filed, searchable and accessible without replacing the tools your teams already use.
Why Ideagen Mail Manager?
I am a huge advocate of Ideagen Mail Manager. The primary benefit for me is the confidence it gives me. Confidence that I can find information when I need to. We work with many different teams within the business, so we are constantly needing to find information from different discussions, and we need to do it quickly. I need to know that anyone in my team can quickly find the same information. Everyone can see all conversation history.
One email could save us tens of thousands of pounds in an insurance claim — and to me, that is the cost of losing an email. But it's not an issue for us anymore. We don't have that stress.
Software comes and goes within Ramboll, but there has never been a substitute for Mail Manager.
Because of the nature of work I do, I must have every email from the last 10 years at hand. We’ve always been taught and trained that the risk is too big not to have that information.
See Ideagen Mail Manager in action
Watch how teams like yours use Ideagen Mail Manager to file emails in seconds, find critical correspondence instantly and stay audit-ready without disrupting their workflow.
Ready to see how Ideagen Mail Manager can help?
Get a free, personalised demo at a time that works for you.